South Bihar Power Distribution Company Ltd

South Bihar Power Distribution Company Ltd.

General Terms & Conditions

f o r

Cross Checking of Meter Reading Work.

NIT No. ……/PR/SBPDCL /2013

Cost of BOQ Rs. 2,000/-

South Bihar Power Distribution Company Limited (SBPDCL)

Tender Notice No. - ……./PR/SBPDCL/2013

Description of works

Cost of BOQ

EMD

Sale of BOQ

Submission and opening of tender

Tenders are invited from Agency/ Firm/ Company/State and Central Government Undertakings for Cross Checking of Meter Reading Work

Rs. 2000/- (Cash/ BD in favour of Sr. Manager, SBPDL Payable at Patna

Rs.50,000

/ Working day from
22.07.2013 at
10.00 AM to
12.08.2013
upto 3.00 PM / 13.08.13
upto 1.00 PM
and
13.08.13
at 3.00 PM

Tender documents are available in the office of the Financial Controller, SBPDL, Patna and also available in downloadable form at website Downloaded tender documents must be accompanied with Demand Draft in favour of Sr. Manager,SBPDL Payable at Patna towards the cost of BOQ failing which the tender shall be summarily rejected.

Financial Controller
South Bihar Power Distribution Co.Ltd.
For complains regarding corruption Vigilance Help Line No.- 9431821485, 0612-2504969, Consumers can deposit electricity bills via Sahaj Vasudha Centre or via bsebbills.org

South Bihar Power Distribution Company Ltd.

Tenders are invited from Agency/ Firm/ Company/ State and Central Government Undertakings for Cross Checking of Meter Reading Work including Spot Billing under the jurisdiction of SBPDCLfor all LT consumers except HT.

Various agencies are presently engaged for carry out 100% meter reading, image of Meter reading, bill generation including Spot Billing through Spot Billing Machine (SBM). However, a lot of complaints have come to our notice.The bills generated are mostly on the basis of MMC, Average, Door lock, etc. and not on the basis of actual consumption shown in the meter installed in the premises of the consumers. As such, it has been decided that a separate agency may be engaged who will visit the premises of the consumers whose meter reading was done by the agencies and cross check the meter reading of 5% of consumers and to confirm whether the meter reading of the consumers are on the basis of actual consumption or not.

(2)DETAILS OF ELECTRIC SUPPLY CIRCLE/DIVISION/ SUBDIVISION WISE EFFECTIVE CONSUMERS.

Details of Electric Supply Circle/ Division/ Subdivision wise effective consumers are enclosed as ANNEXURE – ‘A’.

(3) SCOPE OF WORK

Scope of work covers Cross Checking of at least 5% of total Meter Reading/Spot Billingdone by the various agencies.Details are as under:-

(i)The successful tenderer will obtain data of the Meter Reading & Spot billing done by the Agencies of the concerned Division/Subdivision and visitthe premises of the consumers whose Meter Reading/Spot billing was done and cross check the meter reading, obtain image of the meter to ascertain the actual consumption.

(ii)Prepare Comparative Statement regarding Meter Reading /Spot billing done by the Billing Agency and successful tenderer in the format and to submit the same to the Company Head Office.

(iii)The successful tenderer shall ensure photograph of meter with meter reading and meter number should be clearly visibleand submit the image of readings in CD showing image number against each consumer whose cross checking was done by them. Non-submission of photograph will be treated as non taking of cross checking of meter reading and accordingly, payment will not be admissible.

(iv)The successful tenderer will have to take meter reading as per the provisions made in the Bihar Electricity Supply Code, 2007 and instructions issued by the SBPDCL from time to time.

(v)The successful tenderer shall provide at least a Nodal person who will sit in the SBPDCL Head Office for day-to-day co-ordination between SBPDCL officials and Cross Checking Person.

(4) QUALIFYING CRITERIA

(i)Tenderer should have a minimum of 2 (two) years of experience for managing a workforce of more than 50 (fifty) employees.

(ii)The tenderer should have sufficient numbers of manpower and experienced Supervisor who can cross check the Meter ReadingWork including Spot Billing

(iii)Tenderer should have capability of providing services at multiple location of SBPDCL.

(iv)Tenderer should have Service Tax No. and PAN.

(v)Tenderer should be registered with E.P.F.

(vi) The tenderer must have a Minimum Average Annual Turnover of Rs. 2.00 (two) crores, for best 3 (three) Financial Years out of 5 (five) years. The tenderer should submit self attested audited copy of Profit & Loss A/c and Balance Sheet / Income Tax Return of the last 3 (three) years in support of their Annual Turnover.

(vii) The tenderer should not be blacklisted by any State Electricity Board / Power Sector Companies/ State Govt. / Central Govt./ State and Central Undertakings and / or convicted by a Court of law. The tenderer will submit an Affidavit in this regard in the prescribed format.

(5) SUBMISSION OF TENDER DOCUMENTS

Tender in duplicate should be submitted in two parts i.e. Part-I for Technical & Commercial Part (ANNEXURE "B")and Part-II for Price Part (ANNEXURE "C") in separate sealed envelopes marked clearly “Original” and “Duplicate” and in case of discrepancies between them original shall prevail. The tenderer must mention Part-I for Technical & Commercial Part and Part-II for Price Part on the sealed envelopes. The tenderer should also mention the name of the Agency/ Firm/ Company/ State Central Govt. Undertakings with address, telephone no., Mobile no., Fax no., NIT No., due date of opening of the tender and details of the Earnest Money deposited on the cover of both the sealed envelopes. Tender received in unsealed/ open envelopes will be rejected.

Sealed tender (in duplicate) shall be submitted in the office of the Financial Controller,SBPDCL, Vidyut Bhawan, Patna latest by 13.08.2013 up to 1.00 PM. The tender document will be available for sale from 22.07.2013 at 10.00 AM to 12.08.2013 up to 3.00 PM. The last date of submission of tender (Part-I and Part-II) 13.08.2013 up to 1.00 PM. The tender documents received after 1.00 PM on 13.08.2013 even due to postal delay will not be accepted. The Part-I i.e. Technical & Commercial Part will be opened on 13.08.2013 at 3.00 PM in presence of tenderers or their authorized representatives. The tenderer who will qualify Part-I i.e Technical & Commercial Part, would be communicated for opening of Part-II.

(6) COST OF BOQ

Tender documents containing Terms & Conditions along with prescribed format for furnishing required information/details can be obtained from the office of the Sr.Manager(F&A)SBPDCL, Patna on any working day from 22.07.2013 at 10.00 AM to 12.08.2013 at 3.00 PM on payment of Rs.2000/- (Rs. two thousand) only (non-refundable) either in cash or Bank draft drawn in favor of Sr.Manager (F&A) , SBPDCL, payable at Patna.

The tender documents are also available in downloadable form at websites . Downloaded tender documents must be accompanied with Demand Draft of Rs 2000/- in favour of Sr.Manager (F&A),SBPDCL,payable at Patna toward the cost of BOQ failing which the tender shall be summarily rejected.

(7) PRE- BID MEETING

Managing Director/ Financial Controller, South Bihar Power Distribution Co. Ltd. shall hold a Pre-Bid Meeting with the representative of the interested Bidders on 30.07.2013 at 11.00 A.M. in the Conference Hall, Vidyut Bhawan, Baily Road, Patna. The interested Bidders will have to send their queries for Pre-Bid Meeting latest by 26.07.2013 through e-mail () or Fax (No. 0612-2504014). All queries to be raised in the Pre-Bid Meeting will relate to this tender only.

(8) VALIDITY OF TENDER

The offer of the tenderer should be valid for at least six months from the date of opening of the Part-I i.e. Technical and Commercial Part.

(9) EARNEST MONEY

(a) Tender must be accompanied with non interest bearing Earnest Money of Rs. 50,000/- (Rupees fifty thousand only) failing which tender will not be considered for opening of the Price Part.

(b)The Earnest Money should be deposited in form of Bank Draft issued by a Nationalised Bank/Scheduled Bank only drawn in favour of Sr.Manager (F&A) SBPDCL, payable at Patna.

(d) No Earnest Money will be accepted after the due date and time of submission of tender document.

(e)Earnest Money deposited with other NIT will not be adjustable with this NIT.

(f)No Bank commission or interest will be paid on the Earnest Money.

(10) EXEMPTION FROM DEPOSITING OF EARNEST MONEY

State Government, Government of India and State Govt. & Central Govt. Undertakings are exempted from deposit of Earnest Money.

(11) FORFEITURE OF EARNEST MONEY

(a)If a tenderer withdraws its offer after opening ofTechnical & Commercial Part (Part-I) or Price Part (Part-II)before validity period of the tender, the earnest money deposited by them will be forfeited.

(b)If a successful tenderer fails to deposit requisite amount towards the Performance Security within specified time as per intimation/ request of the Company.

(c)If a successful tenderer fails to execute an Agreement within specified time as per intimation/request of the Company.

(12) PERFORMANCE SECURITY

The successful tenderer will deposit Rs. 2,00,000/- (Rupees twolacs) as Performance Security which is non interest bearing either in cash or in form of Bank Draft or Bank Guarantee issued by a Nationalized Bank/Scheduled Bank only drawn in favour of Sr.Manager (F&A),SBPDCL, payable at Patna.

(13)REFUND OF EARNEST MONEY AND PERFORMANCE SECURITY

Earnest Money deposited by the unsuccessful tenderer will be refunded to the tenderer immediately after finalization of the tender. Earnest Money will be refunded to the successful tenderer on receipt of Performance Security. Further, the Performance Security will be refunded/ returned to the successful tenderer after successful completion of the Contract Agreement and settlement of accounts within six (6) months of completion of contractual period.

(14) FORFEITURE/ ENCASHMENT OF PERFORMANCE SECURITY

The Performance Security will be forfeited/ encased in case of unsatisfactory performance of the successful tenderer. The decision of the Apex Board shall be final and binding on successful tenderer.

(15)PRICES

Prices shall be firm and shall not be subject to any price variation or adjustment on account of any price escalations throughout the execution of the contract. Price bid has to be submitted in prescribed format. The price bid must be without any assumption, condition, qualification, reservation or variation. Conditional tender offer or offers at variance from prescribed specification would be ineligible to compete for the tender. Bidder is required to quote the rate on per consumer basis in the prescribed format shown in ANNEXURE- C.

(16) WORKABLE RATE FOR CROSS CHECKING OF SPOT BILLING

Rs.7.00 (Rs. seven) only per consumer per month plus Service Tax as applicable on production of documentary evidence of cross checking of Meter Reading / Spot billing has been considered as workable rate. The tenderer, in case offers below the workable rate will not be considered.

(17) EVALUATION OF PART-II i.e. PRICE PART:

The Part-II i.e. Price Part will be evaluated on the basis of the rate offered by the tenderers.

(18)ALLOTMENT OF THE WORK:

The successful L-1 tenderer shall be allotted the work pertaining to crosschecking of the Meter Reading/Spot Billing of Low Tension (L.T.) Consumers (other than H.T. consumers) under the jurisdiction of the SBPDCL.

(19) REMUNRATION TO THE PERSON ENGAGE FOR CROSS CHECKING OF SPOT BILLING:

The Agency will ensure payment of at least 75% of approved rate to the person to be engaged for Cross checking of Meter Reading /Spot billing.

(20)AGREEMENT:

The successful tenderer will have to execute an Agreement with the Financial Controller, SBPDCL, Patna after depositing the amount/submission of B.G. against Performance Security.

(21)PENALTY

(a) Penalty @ Rs. 100.00 (Rs. hundred) per consumer for deficiencies in cross checking of Meter Reading /Spot-Billingincluding not taking image of Meter reading.

(22) ACTION FOR FALSE /TABLE READING CROSS CHECKING

In case it is detected that the Agency has submitted false/table reading i.e. not based on the actual reading displayed in the meter, necessary action will be taken against the Agency/ person of the Agency to be engaged for the work by thethe Financial Controller, SBPDCL, Patna

(23) CONTRACT PERIOD

Cross checking of Meter Reading /Spot Billing contract shall be in force for a period of 1(one) years from the date of LOA. The performance of the Agency shall be reviewed every month and shall be terminated in case of poor performance. SBPDCLreserves the right to extend or reduce the term of contract.

(24) MANPOWER DEPLOYMENT

The manpower deployment by the Bidder should be suitably qualified for Cross Checking of Spot Billing. The successful tenderer has to deploy at least one person for every 1,000 (one thousand) consumers for the Cross Checking of Spot Billing work and at least one Supervisor over every 5,000 (five thousand) consumers per month.

(25) SUBLETTING OF CONTRACT :

The bidder shall not be allowed to sublet/subcontract the contract to any other contractor.

(26) PAYMENT TERMS:

The Paying Officer will be the Sr.Manager (F&A) SBPDCL, Patna. The Agency will submit the service charge bill to the Sr. Manager (F&A) SBPDCL.

(27)EXECUTION OF THE WORKS NOT COVERED IN THE AGREEMENT:

Any other work not covered under this scope of tender document may be assigned to successful tenderer on mutually agreed terms & condition at Company’s notified rate, if any.

(28) PANEL OF SHORT LISTED TENDERERS:

After awarding the work to the L-1 tenderer, a panel of the short listed tenderers will also be prepared out of the successful tenderers other than L-1 tenderers. In case of un-satisfactory performance or otherwise the work being done byL-1 tenderers may be allotted to another short listed tenderers on same rate and terms & conditions of L-1 tenderers.

(29)CONDITION FOR TERMINATION OF CONTRACT AGGREEMENT:

Financial Controller, SBPDCL, Patna will have the authority to terminate the contract of successful tenderer and allot the same to any other willing valid tenderer in case of unsatisfactory performance of the successful tenderer and the Performance Security will also be forfeited. The performance will be reviewed initially at every month. The Contract can also be terminated prematurely in case of introduction of change of system of the instant tender.

(30)BLACK LISTED FROM ANY SEBS/ POWER SECTOR/ STATE GOVT./CENTRAL GOVT/ STATE AND CENTRAL GOVT. UNDERTAKINGS CONVICTED BY COURT OF LAW:

The tenderer should not be blacklisted by any State Electricity Board / Power Sector Companies/ State Govt. / Central Govt./ State and Central Undertakings and / or convicted by a Court of law. The tenderer will submit an Affidavit in this regard in the prescribed format (ANNEXURE “D”).

(31)TRAINING TO THE PERSONNEL

The successful tenderer will submit the name and qualification of the personnel to be engaged for Cross Checking of of Meter Reading/ Spot Billingfor arranging training so that the authorised personnel of the successful tenderer may not face any difficulties.

(32)ISSUE OF IDENTITY CARD

After successful training, Identity Card duly signed by the Electrical Superintending Engineer, Electric Supply Circle concerned and the Authorised Signatory of the successful tenderer will be issued to all the authorised personnel of the successful tenderer who will be engaged forCross Checking of Spot Billing of Monthly Energy Bills so that they may not face any difficulty in visiting the premises of the consumers.

(33)AUTHENCITY OF THE DOCUMENTS

Every page of tender document along with enclosure must be signed by the tenderer.

(34) JURISDICTION OF THE COURT:

In case of any legal dispute arising out of this tender/ contract, the jurisdiction shall be the Courts at Patna only.

(35)SUBMISSION OF REPORT AS DESIRED BY SBPDCL:

Successful tenderer will submit report as and when required at different level ofSBPDCL.

(36)COMPLIANCE OF RULES AND REGULATIONS :

The rules and regulations issued by the SBPDCL time-to-time as well as BERC have to be followed by the tenderer.

(37) LEGAL STATUS :

The legal status of the successful tenderer will be the same as of Agent and in no case; he will be treated as a Licensee under the Electricity Act, 2003 or any other Acts. He shall ensure compliance of all the regulations, legal and other reporting requirements as applicable to SBPDCLfor the area under his jurisdiction.

(38) ENGAGEMENT OF PERSONNEL

The successful tenderer will engage the personnel for the purpose of execution of works assigned under this works related contract agreement as per their own Terms and Conditions. The compliance of all statutory provisions with regard to its employees will be the sole responsibility of the successful tenderer. Any financial loss to the SBPDCLin this context will be made good by the successful tenderer. Further, the personnel employed by the successful tenderer will have no claim of employment or compensation, if any, from the SBPDCL. The successful tenderer will abide by all the laws of the land. Ensuring good antecedents of personnel deployed shall be sole responsibility of the bidder.

(39) ROTATION OF THE PERSON AND SUPERVISOR

The Personand Supervisor to be deputed for Cross checking of Meter Reading/ Spot billing shall be rotated every 3 (three) month in consultation with Electrical Superintending Engineer, Electric Supply Circle concerned.

(40) GENERAL

(i)The successful tenderer has to maintain backup data of meter photographic images and shall furnish information at any time as desired by the SBPDCL Officials.

(ii) Financial Controller, SBPDCL, Patna shall not be responsible for any postal delay, non-receipt/ non-delivery or late receipt of tender document.

(iii)Financial Controller, SBPDCL, Patna reserves the right to extend the date of submission/opening of the tender, and/or reject any or all the tender without assigning any reason thereof.

(iv)In the event of any dispute or difference arising during the subsistence of the contract hereby touching any clause, matter, interpretation or things herein contained or of the operation of contract hereof or the right, duties, or liabilities of either party under or in connection therewith, then and in every such case except wherein otherwise stated, the decision of the Financial Controller, SBPDCL, Patna upon such dispute or differences shall be final and conclusive and binding upon each of the parties hereto.

(v)The successful tenderer will have to arrange manpower and other infrastructure at the Billing Unit immediately after issue of the Work Order.

(vi)Person to be engaged for Cross checking of Meter Reading/ Spot billing access is limited upto meter place at consumer premises.